Introduction: Your Team Determines Success or Failure
The software isn't what makes ERP succeed. The team is.
❌ Failed Implementations
- No executive sponsor
- Part-time project manager
- No power users
- Unclear responsibilities
✅ Successful Implementations
- Executive sponsor actively involved
- Dedicated project manager
- Department power users
- Clear RACI matrix
The difference? Team structure.
The 7 Essential Roles
Role #1: Executive Sponsor
The Authority - CEO, Owner, or COO
Time Commitment:
2-3 hrs/week pre-implementation
1 hr/week during
4-6 hrs/week go-live
Key Responsibilities:
✓ Approves scope, budget, timeline
✓ Publicly champions project
✓ Makes final decisions
✓ Removes organizational barriers
⚠️ Common Mistake:
Delegating to Operations Manager. Manager has no authority. Decisions take weeks. Fix: Leadership can't be delegated.
Role #2: Project Manager
The Driver - Internal manager OR external consultant
Time Commitment:
10-15 hrs/week planning
FULL-TIME (40 hrs/week) during implementation
10-15 hrs/week post-go-live
Key Responsibilities:
✓ Creates project plan (tasks, timeline)
✓ Daily coordination with vendor
✓ Tracks progress (red/yellow/green)
✓ Manages vendor accountability
⚠️ Common Mistake:
Part-time PM at 20% allocation. Project drifts. Fix: Full-time for critical months (2-4). Hire temp to backfill regular duties.
Role #3: Power Users
The Champions
Time:
15-20 hrs/week during
30+ hrs go-live week
Responsibilities:
Document processes, test workflows, train colleagues, provide support
Role #4: IT/System Admin
Technical Support
Time: 10-15 hrs/week
Role: Infrastructure, integrations, user support
Role #5: Finance/Data Lead
Data Guardian
Time: 10-15 hrs/week
Role: Data quality, compliance, validation
Role #6: Change Management Lead
The Communicator
Time: 5 hrs/week
Role: Communication, training coordination
Role #7: Vendor Implementation Team
External Partners
Team: 2-3 people (Lead + Consultants)
Role: Configuration, training, support
Team Structure by Company Size
Small Business
20-30 employees
5-6 people
Core Team
- Executive Sponsor (2 hrs/week)
- Project Manager (part-time → full-time)
- 3 Power Users (Sales, Warehouse, Accounting)
- External IT partner
- Finance Lead
Total: 350-400 hrs (12 weeks)
Medium Business
40-60 employees
8-10 people
Core Team
- Executive Sponsor (2 hrs/week)
- Dedicated PM (full-time)
- 5 Power Users (by department)
- IT person (20 hrs/week)
- Finance Manager
- HR/Change Lead
Total: 600-700 hrs (16 weeks)
Large Business
60+ employees
12-15 people
Core Team
- Executive Sponsor (3 hrs/week)
- Dedicated PM (full-time)
- 7-8 Power Users (departments + locations)
- IT Team (2-3 people)
- CFO + Senior Accountant
- Dedicated Change Lead
- Data Migration Lead
Steering Committee required
RACI Matrix: Who Does What
What is RACI?
R = Responsible (does the work) | A = Accountable (final say) | C = Consulted (provides input) | I = Informed (kept updated)
| Activity | Exec Sponsor |
Project Manager |
Power Users |
Finance Lead |
Vendor |
|---|---|---|---|---|---|
| Approve budget | A/R | C | - | - | I |
| Create project plan | A | R | C | C | C |
| Process mapping | I | A | R | C | C |
| System configuration | I | A | C | C | R |
| Data cleanup | - | A | R | R | - |
| UAT testing | I | A | R | R | C |
| Power user training | I | A | R | R | R |
| Go/No-Go decision | A/R | R | C | C | C |
Time Commitment Reality Check
Total Project Hours (20-employee business, 12 weeks)
30
Exec Sponsor
400
Project Manager
600
Power Users (3x200)
120
IT/System Admin
150
Finance Lead
1,300
TOTAL INTERNAL
⚠️ Cost of trying to "do it on the side": Project fails or takes 2× longer.
Implementation is work. Budget for it. People need time. Don't expect implementation success while everyone maintains 100% of regular duties.
Conclusion: Your Team IS Your Implementation
The software doesn't implement itself. People implement software.
✅ The Right Team:
- Executive Sponsor who leads
- PM who drives (full-time when matters)
- Power Users who champion
- Clear responsibilities
- Adequate time allocated
❌ The Wrong Team:
- CEO absent
- Part-time everything
- Confusion about roles
- Vendor running the show
- No time allocated
Start with team structure. Everything else follows.
Build Your Team Structure
Use our interactive team builder to get personalized recommendations, RACI matrix, time commitments, and organizational chart based on your company size and implementation scope.
🎯 Build My Team StructureIncludes: Team recommendations • RACI matrix • Time calculator • Org chart • Role descriptions
📚 Related Articles
8 Implementation Mistakes to Avoid
Common pitfalls and prevention strategies.
How to Calculate ERP ROI
Financial justification before building your team.
ERP Modules Explained
Choose modules before assigning power users.
Cloud vs On-Premise ERP
Choose deployment before team structure.
Building your ERP team? Contact us for a free team structure consultation.
About ChaosHub: We help Sri Lankan businesses build the right teams for successful ERP implementations. Because software doesn't implement itself—people do.
Introduction: Your Team Determines Success or Failure
The software isn't what makes ERP succeed. The team is.
❌ Failed Implementations
- No executive sponsor
- Part-time project manager
- No power users
- Unclear responsibilities
✅ Successful Implementations
- Executive sponsor actively involved
- Dedicated project manager
- Department power users
- Clear RACI matrix
The difference? Team structure.
The 7 Essential Roles
Role #1: Executive Sponsor
The Authority - CEO, Owner, or COO
Time Commitment:
2-3 hrs/week pre-implementation
1 hr/week during
4-6 hrs/week go-live
Key Responsibilities:
✓ Approves scope, budget, timeline
✓ Publicly champions project
✓ Makes final decisions
✓ Removes organizational barriers
⚠️ Common Mistake:
Delegating to Operations Manager. Manager has no authority. Decisions take weeks. Fix: Leadership can't be delegated.
Role #2: Project Manager
The Driver - Internal manager OR external consultant
Time Commitment:
10-15 hrs/week planning
FULL-TIME (40 hrs/week) during implementation
10-15 hrs/week post-go-live
Key Responsibilities:
✓ Creates project plan (tasks, timeline)
✓ Daily coordination with vendor
✓ Tracks progress (red/yellow/green)
✓ Manages vendor accountability
⚠️ Common Mistake:
Part-time PM at 20% allocation. Project drifts. Fix: Full-time for critical months (2-4). Hire temp to backfill regular duties.
Role #3: Power Users
The Champions
Time:
15-20 hrs/week during
30+ hrs go-live week
Responsibilities:
Document processes, test workflows, train colleagues, provide support
Role #4: IT/System Admin
Technical Support
Time: 10-15 hrs/week
Role: Infrastructure, integrations, user support
Role #5: Finance/Data Lead
Data Guardian
Time: 10-15 hrs/week
Role: Data quality, compliance, validation
Role #6: Change Management Lead
The Communicator
Time: 5 hrs/week
Role: Communication, training coordination
Role #7: Vendor Implementation Team
External Partners
Team: 2-3 people (Lead + Consultants)
Role: Configuration, training, support
Team Structure by Company Size
Small Business
20-30 employees
5-6 people
Core Team
- Executive Sponsor (2 hrs/week)
- Project Manager (part-time → full-time)
- 3 Power Users (Sales, Warehouse, Accounting)
- External IT partner
- Finance Lead
Total: 350-400 hrs (12 weeks)
Medium Business
40-60 employees
8-10 people
Core Team
- Executive Sponsor (2 hrs/week)
- Dedicated PM (full-time)
- 5 Power Users (by department)
- IT person (20 hrs/week)
- Finance Manager
- HR/Change Lead
Total: 600-700 hrs (16 weeks)
Large Business
60+ employees
12-15 people
Core Team
- Executive Sponsor (3 hrs/week)
- Dedicated PM (full-time)
- 7-8 Power Users (departments + locations)
- IT Team (2-3 people)
- CFO + Senior Accountant
- Dedicated Change Lead
- Data Migration Lead
Steering Committee required
RACI Matrix: Who Does What
What is RACI?
R = Responsible (does the work) | A = Accountable (final say) | C = Consulted (provides input) | I = Informed (kept updated)
| Activity | Exec Sponsor |
Project Manager |
Power Users |
Finance Lead |
Vendor |
|---|---|---|---|---|---|
| Approve budget | A/R | C | - | - | I |
| Create project plan | A | R | C | C | C |
| Process mapping | I | A | R | C | C |
| System configuration | I | A | C | C | R |
| Data cleanup | - | A | R | R | - |
| UAT testing | I | A | R | R | C |
| Power user training | I | A | R | R | R |
| Go/No-Go decision | A/R | R | C | C | C |
Time Commitment Reality Check
Total Project Hours (20-employee business, 12 weeks)
30
Exec Sponsor
400
Project Manager
600
Power Users (3x200)
120
IT/System Admin
150
Finance Lead
1,300
TOTAL INTERNAL
⚠️ Cost of trying to "do it on the side": Project fails or takes 2× longer.
Implementation is work. Budget for it. People need time. Don't expect implementation success while everyone maintains 100% of regular duties.
Conclusion: Your Team IS Your Implementation
The software doesn't implement itself. People implement software.
✅ The Right Team:
- Executive Sponsor who leads
- PM who drives (full-time when matters)
- Power Users who champion
- Clear responsibilities
- Adequate time allocated
❌ The Wrong Team:
- CEO absent
- Part-time everything
- Confusion about roles
- Vendor running the show
- No time allocated
Start with team structure. Everything else follows.
Build Your Team Structure
Use our interactive team builder to get personalized recommendations, RACI matrix, time commitments, and organizational chart based on your company size and implementation scope.
🎯 Build My Team StructureIncludes: Team recommendations • RACI matrix • Time calculator • Org chart • Role descriptions
📚 Related Articles
8 Implementation Mistakes to Avoid
Common pitfalls and prevention strategies.
How to Calculate ERP ROI
Financial justification before building your team.
ERP Modules Explained
Choose modules before assigning power users.
Cloud vs On-Premise ERP
Choose deployment before team structure.
Building your ERP team? Contact us for a free team structure consultation.
About ChaosHub: We help Sri Lankan businesses build the right teams for successful ERP implementations. Because software doesn't implement itself—people do.
